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Office Administration Coordinator

2 months ago

Cape Town, Western Cape, South Africa Mace Full time

At Mace, we strive to expand the horizons of ambition. Our mission is to develop spaces that are accountable, fostering a transformative impact on our workforce, communities, and societies worldwide. To discover more about our mission, culture, and priorities, please visit our website.

Within our Consulting division, we leverage our distinctive blend of cutting-edge practical expertise and project delivery consultancy to realize the potential in every endeavor.

The project:

Management, design, and execution of advanced metering infrastructure.

Our core values guide our consulting approach and define the individuals we seek to join us on our journey:

  • Safety first - Ensuring a safe return home
  • Client focus - Delivering on our commitments
  • Integrity - Upholding ethical standards
  • Create opportunity - Enabling our team to thrive

This role supports the smooth operation of the office and assists in coordinating team activities.

The position offers limited flexibility, which can be discussed, but it is anticipated that 70% of standard working hours will be spent in the office.

You will report directly to the regional director while providing support to various project managers across different initiatives as outlined in your responsibilities.

Your responsibilities will include:

  • Coordinating accounting arrangements with suppliers for couriers, printing, stationery, PPE, and signage.
  • Scheduling meeting rooms for all gatherings and organizing refreshments/lunches for client meetings.
  • Preparing agendas, taking minutes, following up on actions, and distributing minutes.
  • Ordering and maintaining toner supplies for printers.
  • Coordinating and updating monthly progress reports.
  • Assisting with monthly reporting, including client reports and contract reviews.
  • Contributing to the preparation of internal and external presentations for team meetings.
  • Updating email distribution lists for projects.
  • Facilitating new employee onboarding, including HR forms and IT requests.
  • Organizing internal and external events.
  • Tracking new hires and departures, as well as training matrices.
  • Maintaining staff training records and ensuring compliance with training requirements.
  • Ensuring all project profiles and documentation are current.
  • Assisting with travel arrangements as requested by the team.
  • Keeping records of holidays and absences. Building effective relationships with a range of internal stakeholders.
  • Performing general clerical duties for senior management and the wider team, such as printing, photocopying, room bookings, and filing.
  • Collaborating towards the shared goal of achieving net zero carbon transition and taking responsibility for identifying and managing associated carbon emissions during project delivery.

To be successful in this role, you will need:

  • A relevant qualification or equivalent experience.
  • Demonstrated experience in a similar position.
  • Advanced proficiency in IT tools, including the MS Office 365 suite and data analysis tools, with experience in Oracle and web-based applications.
  • Strong skills in MS Excel and PowerPoint.
  • Knowledge of office management systems.

Additionally, you should possess:

  • Excellent written and verbal communication skills, along with presentation abilities.
  • Experience in a construction or consultancy setting.
  • Strong personal effectiveness, including stakeholder management and the ability to build lasting client relationships while supporting motivated teams.
  • Awareness of how carbon and sustainability considerations will influence the projects you are involved in.

Mace is an inclusive employer and welcomes applications from a diverse range of candidates. Even if you do not meet all the criteria, we encourage you to apply, as you may still be the ideal candidate for this or another position within our organization.

We are also open to discussing part-time, flexible, and hybrid working arrangements if suitable for the role.